ShareFile Data Migration Tool – Data and Permissions Mapped to Shared Folders

Transfer Type – Data + Permissions – Mapped to Shared Folders:

  1. Select a directory to transfer: Use the browse button to select the source folder that you wish to migrate to ShareFile
  2. Configure folder permission options:
    • Folder ownership only – Migrates only the folder ownership. Files and Folder would be migrated to the admin’s Shared Folder and would be shared with the users who own a specific file/folder.
    • Folder ownership and access permissions – Migrates folder ownership along with the permissions. Files and Folder would be migrated to the admin’s Shared Folder and will be shared with the users who own specific files/folders and with users who have certain permissions on the folder.
  3. Configure transfer options:
    • Schedule transfer – Allows you to schedule the migration in a specific time frame.
    • Don’t upload files with more recent modified time on ShareFile – Enabling this option would not upload files when most recent file is present in destination folder selected in ShareFile.

After all the configurations are done, click on Continue button.

User would be prompted with Connect to Active Directory

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User who has launched this application – If the current user logged in on the machine running the tool is domain user, then tool would automatically take those credentials to connect to that domain AD

Any other user – If user wants to connect to some other domain.

Note: It is recommended to run the tool on a machine which is connected to the domain from which the user’s details are being fetched for ownership and permissions migration.

Once all option are selected and clicked on Continue button, you will be provided with Pre Migration view

  1. Migration type – Specifies the type of transfer selected by the Admin
  2. Source – Specifies the location from where the data is being migrated
  3. Total number of files – Count of files being migrated
  4. Total Size – Total size being migrated
  5. Expected Time – Approx. time that would be taken for the migration
  6. File Types Excluded – Displays list of file types excluded. “Exclude” link provided to exclude any files from migration.
  7. Items Unable to Transfer – Displayed files/folders which are inaccessible and would not be migrated. If there are any files /folders which are inaccessible then link to Review the same would be provided.

Permissions Mapping:

NTFS Permissions ShareFile Permissions
Download Upload Delete Admin
Full Control Yes Yes Yes Yes
Modify Yes Yes Yes No
Read and Execute Yes No No No
List folder contents Yes No No No
Read Yes No No No
Write Yes Yes No No
Special Permission
Traverse folder/ Execute Files Yes No No No
List folder / Read data Yes No No No
Read Attributes Yes No No No
Read extended attributes Yes No No No
Create files / Write data Yes Yes No No
Create folders / Append data Yes Yes No No
Write Attributes Yes No No No
Write extended attributes Yes No No No
Delete Subfolders and files Yes No Yes No
Delete Yes No Yes No
Read permissions Yes No No No
Change permissions Yes Yes Yes Yes
Take Ownership Yes Yes Yes Yes

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ShareFile folder activity notifications

Users that have access to folders can also receive email notifications when files are uploaded and downloaded to the account. Users with access to a folder can subscribe to email notifications using the checkbox at the bottom of the folder contents. Applying to subfolders is not available when subscribing to notifications using the checkboxes in this way.


Admin users on a folder can set their own upload and download notifications via the Folder Permissions menu toward the bottom of the page. Using this option, you can use the checkbox shown below to apply your notification settings to any subfolders currently stored within the folder.


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ShareFile folder permission descriptions

The folder permissions detailed below allow for user-specific folder functionality. Each user on the folder can have their own permission set. To change folder permissions for an individual folder, navigate to that folder and access the People on this Folder menu. Use the check boxes to change permissions as needed. To manage folder permissions without navigating to them individually, click here.

Download permission

With download permission, a user has the ability to download any document in the folder to their computer or mobile device.

Download alerts

With download alerts, users will be notified via email that files have been downloaded from the folder. A user must be granted admin permission on the folder to be granted download alerts, as it will allow them to identify other users on the folder when they download documents.

Upload permission

Granting a user upload permission gives the user the ability to upload files or folders to the folder. With this permission, the user is also able to create subfolders within this folder. Any subfolders created will automatically inherit the parent folder’s permissions. The user creating the subfolder will not be able to manage users on the newly created subfolder unless they were also granted admin permission on the parent folder.

Upload alerts

With upload alerts, users will be notified via email that files have been uploaded to the folder. In order to be granted this permission, the user does have to also be granted the download permission. Users with download permission will also be able to grant themselves this permission through a checkbox on the folder.

Delete permission

The delete permission grants a user the ability to delete files within the folder that they did not upload. Note that by default, all users are able to delete files that they uploaded to the folder. This can be turned off for an account by an administrator’s request to ShareFile customer support .

Admin permission

A user granted admin permission has the ability to manage folder access on this folder and can add or remove users. They will also be able to edit some folder options. Note that the user listed as Owner (usually the creator of the folder) may not be removed by any user.

View permission

Granting a user view permission allows them to view a document without downloading it. A user must be granted just view permission if you desire them to view the document with a watermark. If you grant a user download permissions on the folder, they will automatically be granted view permissions as well. Only VDR accounts and storage zones accounts with View-Only Sharing have the ability to grant View permissions.

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ShareFile Super User Group

Super Users are automatically added to all new or existing folders on a given ShareFile account. Super Users will have upload, download, delete, and admin permissions on all folders. Super User Group access to a folder cannot be modified or removed in the folder access menu. This feature is enabled on your account by default.

Instructions

Manage Super User Group

  • Requires the Manage Super User Group membership permission
  1. Admin Settings > Security > Super User Group
  2. To add a new user, access the Add From dropdown menu to add members from the list of Employees on your ShareFile account. Use the checkboxes to select the users you wish to add.
  3. You can remove all users from the Super User Group if needed.

Super User FAQ

Who Can Edit the Super User Group?

The group can be edited by any employee user with the admin privilege Allow this user to manage Super User Group membership.

Does the Super User Group show up on the Folder Access list?

Super Users will appear in the Folder Access section on each folder as shown below. Admin users can choose not to display the group in the access list, see the following section.

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Hide Super Users from Folder Access menu

To hide Super Users from the Folder Access section, navigate to Admin Settings > Security > Edit Super User Group . You can then select the check box for Hide Super Group from Folder Access List.

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Do Super Users automatically receive notifications for all folders?

No. Download or Upload alerts can be enabled for the Super User Group in the folder access menu on a folder-by-folder basis.

Super Users may download files via notifications.

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ShareFile Sync – Extra 'New Folder' created from File Explorer

Why does ShareFile have an additional “New Folder” created when creating and renaming a new folder via File Explorer?

For accounts that have requested the “Creator Can Delete” setting disabled, when a user without the Delete permission on a folder creates a new folder within the File Explorer window, an additional “New Folder” is created. This behavior is a byproduct of how the sync app communicates the folder Rename action to the ShareFile account when a user that cannot delete attempts to rename the new folder. To avoid this behavior, consider creating new folders locally before adding them to the desired location within Sync, so they may be treated as an upload by the system.

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Renaming ShareFile Sync Folders

You cannot rename the folders directly listed in Shared Folders or Favorite folders. However, any subfolders within those folders can be renamed in your operating system, just like it was any other folder locally, as long as you have delete and upload permissions on that folder in ShareFile.

However, as a best practice, ShareFile recommends renaming folders in the ShareFile web application, and not locally. When renaming folder directories locally, Sync will need to perform a new upload or download of data, which may not be ideal for certain use cases. Instructions for renaming a folder on the web application are available here.

The only exception to this recommendation is if your account uses the Archiving service. Because accounts with Archiving cannot rename the folder through the Web application, the upload/download process triggered by Sync would automate the process needed to get a new folder with the requested name online.

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How to Create a Folder and Modify Folder Options

Create a folder to organize the files stored on your account. You have granular control of who can access files stored in a given folder, including the ability to control download and upload permissions.

If you’re looking for information on Folder Options, click here.

Permission Requirements

In order to create a subfolder, you must have upload permissions in the parent folder. To create a folder:

  1. Access the green Action Button and select Create Folder.
  2. Enter a folder name, description (optional) and a drop-down menu to add users.
  3. If you would like to allow other users to access this folder with specific permissions, click the checkbox for Add People to Folder. Leave this box unchecked if you do not wish to add users at this time, or if you plan to add users at a later date.
  4. ShareFile does not allow you to have duplicate folder names on the root of the account or in the same parent folder.
  5. Click Create Folder.
  6. To create a subfolder, repeat the above steps. If you wish to create another folder at the same level as the previous folder, you will need to navigate back to the original folder and repeat these steps.
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Share Your Folder with Others

Click here for information on how to share your folder with other users.


Create Folders in Bulk

The Bulk Folder Upload is designed for customers who want each of their clients to have their own folder within their account. The Bulk Folder Upload will add your client users to your ShareFile account, provide them with login information, and create folders for each client to access.

Click here to download the Bulk Folder Upload template. Please enter the following information in the provided columns:

  1. EmailAddress
  2. FirstName
  3. LastName
  4. Company
  5. Password (if left blank, the client will receive a randomly generated password)
  6. FolderName

When filling out the spreadsheet do not change the spreadsheet name or any of the column titles. This will cause an error in the upload.

Send the completed spreadsheet to ShareFile Customer Support with the following information:

  • Which root-level folder the new client folders will be created under
  • Who will be the Owner of the new Folders (either you or another Employee)
  • Which permissions and settings the client users should have. These include:
    • Ability to change their passwords
    • Add the user to the company Shared Address Book
    • Users can download from their folders
    • Users can upload from their folders
    • Can delete
    • Users are Folder Administrators
    • Users can receive download notifications
    • Users can receive upload notifications


You will also need to let ShareFile Customer Care know if the Welcome Email should be customized and if you want this sent out to all your new users at one time. Alternatively, you may send out the Welcome Email manually through the Manage Users link in your account.

You may submit the above request directly by clicking here: https://www.sharefile.com/support

Folder Creator vs Folder Owner

When a folder is created by a user, the creator will be listed as the Creator of the folder when viewing the folder as an individual item. Once you have navigated within that folder, you can view the current folder owner in the Folder Access pane at the bottom of the page. If a user created a folder, but has been removed from the account, that user will still be listed as the Folder Creator. However, Folder Owner will be changed when the deleted user’s folders and files have been reassigned to another user.

(The Creator Column denotes the original folder creator)

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(The current owner of the folder is denoted in the Folder Access pane)

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Available Folder Options

Folder Options can be accessed in the More Options menu when viewing a folder.




File Retention Policy

The File Retention Policy determines how long files are retained in a specific folder. You can set a default file retention policy for all newly created folders if you are an administrator for the account. To set a policy, click into the root level folder you would like to set the policy on. You have the option to have files deleted 1 day, 7 days, 14 days, 30 days, 60 days, 90 days, 6 months, 1 year or 2 years after they are uploaded.

This applies to all files in the root level folder, as well as all files within the subfolders.

Account-wide default settings can be configured by an account Admin in the Advanced Preferences menu. When changing the account-wide setting, the new setting will only apply to newly created folders and not previous folders in your account.

Will I be notified before my policy deletes my files?

Before files or folders are removed, a warning message is shown in the following locations:

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Retention Policy FAQ

If you set both a folder expiration date and a file retention policy, the most restrictive policy will take effect.

For example, if the folder expiration date is set to one week from today’s date and the file retention policy is set to 30 days then the folders and all its contents will be deleted under the one week policy.

When moving files and folders, they will inherit the new parent/root level folder’s policy.

For example, if you move a file from your File Box into a folder with a retention policy of 90 days, then the file will inherit a expiration date of 90 days from its uploaded date.

When setting a new policy or changing a policy on an existing folder there will be an automatic 7 day warning.

For example, if you uploaded a file six months ago and today set a file retention policy for 30 days, then the file will be set to delete in 7 days to avoid any accidental deletions.

Will the File Retention Policy delete all subfolders?

No – the files contained within the folders will be removed, but the empty folder will remain. To have folders automatically removed, try using a Folder Expiration Date lower down in this article.

What happens to files removed by retention policy?

Files deleted by retention policy stay in recycle bin as per the account policy. It can take up to 48 hours for items to show up in Recycle Bin.

It is possible to customize the retention policy of the Personal Folders section of your account via the Edit Folder Options link. Any changes made to the File Retention policy of your Personal Folders will supersede account-wide File Retention policy settings. If you do not want your users to have this ability, please contact ShareFile Customer Support to have this setting disabled.



Folder Expiration Date

Items deleted via Expiration Policy cannot be restored from the Recycle Bin. To set a specific date on which a folder and all files contained within it are deleted:

  1. Access the folder you wish to delete.
  2. Access More Options beside the folder name and select Advanced Folder Settings.
  3. Under Folder Expiration Date, use the calendar or date format to specify the expiration date.
  4. Save.



Sort Files in a Folder

Files can be sorted by clicking on any header within the folder. The options are by Title, Mb, Uploaded date, or Creator. Folder Admins can change the default sort order in the Advanced Folder Options menu. Account Administrators can set account-wide sorting defaults in the Admin Settings section of their account, in Advanced Preferences.

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ShareFile Folder Ownership and Multiple Folder Owners

Why do I see multiple owners on a folder?

When you add a user to a folder who already has access to the folder via the Super User Group they will show as an Owner on the folder.

Since they have access to the folder already with the permission to download, upload, delete and administer access, they will be listed as an Owner with their settings greyed out so that no one can edit them.

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What’s the difference between an owner and the creator?

When a folder is created by a user, the creator will be listed as the Creator of the folder when viewing the folder as an individual item. Once you have navigated within that folder, you can view the current folder owner in the Folder Access pane at the bottom of the page. If a user created a folder, but has been removed from the account, that user will still be listed as the Folder Creator. However, Folder Owner will be changed when the deleted user’s folders and files have been reassigned to another user.

(The Creator Column denotes the original folder creator)

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(The current owner of the folder is denoted in the Folder Access pane)

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How can I edit this user’s alerts on this folder?

Since this user is marked as an owner, you will be unable to edit their settings. If they want to receive upload or download alerts on this folder, they will have to login, and add these alerts for themselves.

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Download, Send, Rename or Delete a Folder

Download Folder

Right-click the folder and select Download from the drop down menu.

Download Folder Limitations

  • If any file within the folder has a file path longer than 180 characters, you will be unable to download the entire folder. You will need to shorten that file path or navigate further into the folder to download individual files or subfolders.
  • Download speed is determined by your connection speed and the size of the folder being downloaded.

Rename a Folder

You can rename folders and subfolders as needed. This action requires the Admin and Delete permissions on the folder. The original creator or owner of this folder will automatically have the Admin permissions required to rename it.

To rename a folder:

  1. Right-click the folder and select Rename.
  1. Type in the new name in the text box.
  1. Click Save.

Share a Folder

After you have uploaded files to a folder, right-click the folder and select Share. You can share by utilizing Email with ShareFile or Get a Link to send from your email app.

Delete a Folder

To delete a folder, right-click the folder and choose the Delete option.


The Delete Folder option will only be available to the owner of the folder or a member of the Super User Group. For a user without these permissions, the Delete Folder option will simply be absent from the drop-down menu.

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